8 Ways to Cut Trade Show Exhibiting Costs

Planning a trade show is a delicate balance between designing an elaborate exhibit that will attract a crowd and keeping things in budget. However, when it becomes time to trim the fat off the budget, there are plenty of places to start besides toning down your trade show displays.

8. Purchase a Refurbished Trade Show Exhibit – Although many people are turned off by the idea of purchasing a used trade show display, the truth of it is most of the wow factor associated with exhibits comes from creative graphics, rarely from an elaborate exhibit structure. Although you can earn lots of attention from having a unique exhibit structure, your exhibit can be just as effective with the right graphics. Many trade show exhibit companies offer refurbished units, some of which can be exactly the structure you were looking for. Before deciding on buying a new exhibit, always browse through the used bin.

7. Rental Exhibits – A rental is the next best thing to purchasing a refurbished unit, and in some cases is the better choice. If it’s your first show or you only exhibit in one show a year, a rental unit is a perfect solution. You can have a fresh look for every show, without having to purchase a new exhibit each year. You can even use the same graphics from year to year to save even more money; just rent a new exhibit structure each time.

6. Use Portable or Modular Exhibits – Using both portable and modular trade show exhibits can greatly save on shipping and installation costs. Portable exhibits are the perfect choice for a 10-foot booth space. They’re generally just big enough to fill up the 10-foot space, but cost considerably less than traditional trade show exhibits, and can be set up by almost anyone on your staff. Both Portable Exhibits and Modular Exhibits are lighter, pack smaller for shipping, and set up faster than regular units, saving you money on shipping and labor costs. Buying one Portable or Modular Display can save you hundreds of dollars for every trade show you attend.

5. Do-It-Yourself – Labor costs at trade shows can be a huge part of your trade show budget, particularly if you show at multiple events a year. One way to combat this expense is by doing as much yourself as possible. Bring your own tools and set up everything you can that doesn’t have to be done by trade show labor. Although some trade shows have rules prohibiting this, it’s always a good idea to do as much by yourself as you’re allowed.

4. Bring Your Own Supplies – Do you know how much it costs to rent supplies at a trade show? If you do, then you’ve probably already thought of this. It may seem like you’re saving money on shipping by renting things like chairs, tables, carpet and even trashcans from the trade show promoter, the expenses typically add up to cost more than shipping your own, and you can make sure that every element in your booth matches your brand. The last thing you want is an expensive booth with cheap rental chairs and tables.

3. Reuse Trade Show Graphics in Other Areas – Wouldn’t that sign you put in front of your booth look great in front of a retail store? Don’t you think your pamphlets would also work well as a newsletter to mail to customers? Nearly all the leftover trade show materials can be reused in another way. Although it won’t cut down on your initial trade show budget, saving money in one area allows you to funnel it to another. Don’t allow trade shows to be a black hole of expenses; reuse everything!

2. Shipping Costs – If you own your own trade show exhibit, you are probably familiar with the high shipping costs involved in transporting them from show to show. If you exhibit in multiple shows a year, it may be more cost effective to ship trade show materials directly from one show to another, instead of shipping it from the show to your home office, and then from your home office to the next trade event. Particularly if you have a large exhibit, it can be cheaper to ship it directly to the town of your next trade show and briefly hold it in storage for the next show.

1. Promotional Giveaway Costs – One of the most effective ways to drive traffic to your trade show booth is by giving something away. But much of your giveaway merchandise will likely be wasted on people who have a low chance of bringing you business. If only you could pick and choose who you give the best giveaway merchandise to, and leave the inexpensive trinkets for the rest. Well, why can’t you? By handing out lower-quality giveaway items to the regular public, you can save the more expensive merchandise for the most profitable clients, putting your resources where they can do the most good and cutting down tremendously on trade show waste.

Although there are many other ways to cut costs, following these 8 tips will ensure a happy boss when going over your next trade show budget.